2026-04-01 HOA Board Meeting
7pm; Joel Steven’s home
Present: Mackenzie, Catie, Joel, Kimberlee
Agenda & Discussion:
-Treasurer’s Report: Dues Collections and Bank Account Status
| Balance Summary 4/1/26 | |||
| STARTING BALANCE 1/1/26 | $ 5,879.67 | ||
| INCOME | $ 11,471.00 | ||
| EXPENSE | $ (4,640.08) | ||
| ACCOUNT BALANCE | $ 12,710.59 | ||
| RESERVE FUNDS (TREE & LEGAL) | $ (5,000.00) | ||
| UNRESTRICTED FUNDS | $ 7,710.59 | ||
Updates
- Online payment fee:
- Processing fees were calculated for each amount billed to homeowners. All homeowners received an appropriate payment link option that included their dues, overdue amount, late fee, and appropriate processing fee.
- Processing fees are now stated separately as income and expense in the financial summary and are no longer reflected as a portion in the donation category.
- Past Due Balance:
- After review, the past due amount was adjusted based on the deposit records.
- $5,464 – Reported outstanding in the 2025 Year-End Financial Statement
- $4,512 – Corrected amount, reflecting 6 unrecorded payments (4 in 2024 and 2 in 2025)
- Late fees totaling $125 were removed from invoices due to changes.
- Though the payments were inadvertently missed on the member tracking sheet, they were reflected in the account balances in 2024 and 2025. The reported overall income for those years is accurate.
- Initial invoices had already been sent, so updated invoices were sent out.
- For 2026, the payment tracking sheet was updated to help prevent future errors and provide a double-check.
- After review, the past due amount was adjusted based on the deposit records.
- 2026 Dues:
- 63% of total lots paid (66)
- 64% of past due amount paid ($2880)
-WSE HOA Tax filings
Catie contacted IRS to verify past tax filings; the only ones on file are 2017 and 2023; previously, there was a question about whether or not we needed to file since we are non-profit, but we are not officially one; Catie confirmed with IRS that we are required to file and she will file the missing tax year documents 2018-2022, 2024-2025
-Stairs Project
Joel recommends sending an email out to members asking for volunteers to head up project; maybe start with the few that already indicated interest in the project; what about getting the total cost for different materials then asking families if they are interested in sponsoring a step? Could help break the cost down to a more manageable amount
-Wood Chips & Landscaping
We need to tell PGE to stop dumping wood chip loads; we have received 2 additional that we did not request; maybe we need a work party to spread the loads; NOTE: if we ask our landscaper to do it, he has quoted us $350-$400 per PILE; Joel has an email to send asking members to volunteer their time as they can; we will give prizes for those who let us know they worked on the piles (kids and adults)!
-Additional At-Large Board member
We need more board members!!! Our little group of 4 is pretty awesome, but more support is needed
-Parking in cul de sac & streets in HOA neighborhood
FYI, the police came through the neighborhood and gave tickets and warnings for those “blocking sidewalks” and not parallel parking along curbs
-Website Updates
Catie put the actual PDFs for by-laws and CCRs instead of links; she had to remove the donation link bc of potential fraudulent use
-Community Garage Sale
Considering aligning the date with the one that Multnomah does just outside our neighborhood – July 19th 9am-2pm; We think we should do Saturday the 18th; people are welcome to hold their own sales on whatever day(s) and times work for them; Catie will put information on our website
-Email to encourage owners to join our website: Catie put the subscribe link at the bottom of all emails
Washington Square Estates 